ADC 231 

Inclusion of Data Supporting Wide Area Workflow Transaction Exchange for Item Unique 

Identification (IUID), Zero Lot Shipments, and Performance Notification for Services 

1. ORIGINATOR: 

 Sponsors: 

 (1) Wide Area Workflow-Receipt and Acceptance (WAWF-RA) Program Office

 (2) Contract Administration Process Review Committee: Ellen Hilert, DLMSO/J-6251, 

703-767-0676 (DSN 427), e-mail: Ellen.Hilert@dla.mil

2. REFERENCES: 

 a. Federal Implementation Conventions (IC) are available at http://fedebiz.disa.mil/cgi/ 

advsearch.cgi 

 b. UID policy and associated documentation is available at: http://www.acq.osd.mil/dpap/UID/

3. FUNCTIONAL AREA: 

a. Primary: Contract Administration and Wide Area Workflow – Receipt and Acceptance 

(WAWF-RA)

b. Secondary: Supply/Unique Item Tracking (UIT)

4. REQUESTED CHANGE: 

a. Title: Inclusion of Data Supporting Wide Area Workflow Transaction Exchange for Item 

Unique Identification (IUID), Zero Lot Shipments, and Performance Notification for Services

b. Description of Change: This change updates Federal IC 4010 857, Shipment and 

Billing Notice, for use in vendor communication with Wide Area Workflow-Receipt and 

Acceptance (WAWF-RA). It also updates the Federal IC 856 Shipment Notice Manifest, used by 

vendors, and the corresponding DLMS Supplement 856 Advance Shipment Notice, used internal 

to DOD. Changes to the 857 have no impact on internal DOD transactions. When the vendor 

provides an 857 combination document (Combo) with shipment and billing information, WAWF 

will continue its current practice of perpetuating the information to outgoing 856 and 810 

transactions. This change documents revisions programmed for implementation originally 

planned for June 2006 in WAWF version 3.0.10. A separate DLMS change will address 

additional WAWF updates to make the DLMS Supplement consistent with WAWF 

implementation. The specific areas revised documented in this change are as follows: 

 (1) WAWF has removed the restriction on performance notices/receiving reports relating 
 

to services intended to be paid by the Mechanization of Contract Administration Service 

(MOCAS). The elimination of this restriction allows Combos, Commercial Invoice documents, 

and Receiving Reports to be created for either “Services” or “Supplies” when using the MOCAS 

payment system, Defense Contract Management Agency (DCMA). 

 (2) WAWF has improved support for “Zero Lot” shipments. This is applicable only to 

shipments under MOCAS/DCMA. The term Zero Lot identifies shipments where the purchase 

unit of measure is a Lot and the quantity shipped is less than a complete Lot or where the 

specified number of items contained in the Lot is not identified under the contract terms. This 

change will allow the vendor to identify the actual quantity shipped, while still indicating that the 

purchase unit was a Lot. Zero Lot may apply to both Services or Supplies type contracts. 

c. WAWF has enhanced the information provided by the vendor under IUID policy. The new 

information will permit identification of the manufacturer of the item when that party is other 

than the vendor or the Enterprise Identifier (i.e., the party responsible for serialization). 

Additional IUID capability to identify current part identification in the 856 will be addressed in a 

separate DLMS Change. 

d. WAWF has enhanced flexibility for providing dates associated with the ASN. When the 

ASN does not identify the actual shipment date, the vendor will now be able to identify either the 

estimated shipment date or the estimated delivery date. 

5. PROCEDURES: Update 857 and 856 as indicated in the Enclosure. The associated DLMS 

manual update will be provided under separate cover. 

6. REASON FOR CHANGE: Supports WAWF data requirements. Publication of this change 

closes out revisions identified in PDC 231 so that additional updates necessary for consistency with 

WAWF may be staffed separately based upon this foundation. 

 a. This change represents significant re-engineering of DOD processes associated contract 

administration and an enhancement of procedures prescribed under Military Standard Contract 

Administration Procedures (MILSCAP). Under MILSCAP, Shipment Performance Notices (SPN) 

– Services Line Item (Document Identifier PJR) provides for electronic communication within 

DOD of vender completion of services under contract. The SPN flows from the Contact 

Administration Office to the ICP or program manager or other location as specifically identified by 

the Component. Under WAWF, the origination of the SPN is with the vendor who may submit his 

notification using any of the WAWF information flows. Upon leaving WAWF the information will 

be carried electronically using the DLMS 856. DCMA capability to provide the PJR for 

Components is being phased out under DLMS migration. DAASC conversion is available to 

support MILSCAP formats. 

 b. There is a requirement for WAWF to allow the shipment/acceptance of a zero (0) quantity for 

MOCAS shipments in the case where there is a Lot (LO) Purchase Unit of Measure used. This 

requires an update to the EDI formats for 856 and 857. When using direct on-line entry, the 

vendor may enter a zero (0) in the quantity shipped field then select a unit of measure of “lot” (LO), 

a button/field with an associated quantity will be displayed for selection. This change allows 

comparable data when information is provided via EDI transaction. This requirement is only for 

Receiving Reports and Combos in MOCAS. The zero lot invoice process only applies to MOCAS 

pay DODAACs. 
Attachment 

 c. This change allows for identification of the manufacturer associated with IUID. Previously 

only the prime contractor and the party responsible for serialization were identified in the 

transaction exchange from the vendor. The manufacturer may be a different party. The 

manufacturer will be perpetuated by WAWF to the UID Registry when the item is accepted by the 

Government. 

 d. This change also documents the addition of the Authorization Accounting Activity (AAA) 

codes to enable appropriate Navy accounting system routing. WAWF will use the AAA for routing 

the associated acceptance transactions to the Navy accounting systems. 

 e. This change also documents the addition of the Inspection Date for use with source 

inspection or where inspection occurs at a location other than the ship-to and is reported back to 

WAWF via acceptance advice (861). 

7. ADVANTAGES AND DISADVANTAGES: 

 a. Advantages: Supports re-engineering initiatives, modernization, and DOD policy.

 b. Disadvantages: None specifically identified.

8. IMPACT: Publication(s): Revisions to the 4010 857 and 856 Federal ICs will be submitted to 

the EDISMC for coordination/approval. DLMS manual changes will be provided separately. 

Enclosure
 

Enclosure 

Revise 857, Shipment and Billing Notice, Federal IC as follows: 

Item 

# 

Location 857 Federal IC Revision Reason

1. 1/DTM01/100 Add code 198, Completion, and a note: “Use to identify Services 

Completion Date.” 

Add code 245, Estimated Completion, and a note: “Use to identify 

Estimated Services Completion Date.” 

Required for SPN - Services 

2. 1/DTM01/100 Add code 017, Estimated Delivery Date Needed for ASN data content 

for shipments to Distribution 

Depots. 

3. 1/IT106/370 

IT114 - IT1121 

Add code MA, Machine Number, and a note: “Use to identify the 

manufacturer of the item associated with the IUID information if 

different from the Enterprise Identifier. The manufacturer may be 

identified by CAGE, DODAAC, ANSI T1.220, DUNS, or 

EAN.UCC. When provided, also identify the type of code used at 

IT116-IT117. 

Add code DS, Group ID, and a note: Use to identify the type of code 

used to identify the manufacturer. This is the same code list as used 

for Issuing Agency Code: 

D: CAGE 

LD: DoDAAC 

LB: ANSI T1.220 

UN: DUNS 

0-9 (single digits, 10 different codes, EAN.UCC Company Prefix) 

Add code PC and a note: Use to identify Current Part Number 

reported for UII 

Open Data Elements IT114 through IT121 

Required for IUID 

. 

4. 1/N901/430 Add code LT 

Use only for “Zero Lot” shipments (IT102 = zero (0) and IT103 = 

(LO) where contract is administered by MOCAS. 

Enter ZL in N902 to indicate Zero Lot and enter the actual quantity 

of the Zero Lot line item in N903. When provided quantity must 

equal amount associated with MILSTRIP document numbers, IUID 

data, or Pack data. 

Required for Zero Lot 

functionality 

5. 1/DTM/445 Open DTM Segment Supports IUID 

6. 1/DTM01/445 Added code 007, Effective 

Fed Note: Use to identify Current Part Number Effective Date. 

Supports IUID 

7. 1/N901/110 Add code 12, Billing Account 

Fed Note: Use to identify the Authorization Accounting Activity 

(AAA). 

Navy requirement 
Attachment 

Revise 856 DLMS Supplement (ASN) and Federal IC as follows: 

Item 

# 

Location 856 DLMS Supplement Revision Reason Federal IC

1. 2/DTM01/200 Add code 245 Estimated Completion, and a note: 

Use to identify the estimated date that a service will 

be completed or performed. 

Add 017 Estimated Delivery Date 

Add 517 Inspection 

DLMS Note: May be used to identify the inspection date when 

inspection does not occur at the same location responsible for 

acceptance.

Required for SPN – 

Services 

Adds functionality 

Adds functionality 

(available in 

WAWF version 

3.0.12) 

No Change – 

previously 

cited. 

2. 2/LIN02/020 SV Service Rendered 

Federal Note: 

Use to describe a service line item performed for any Service or 

Agency. When used, provide a text description in no more than 20 

characters in the paired data element 234. 

DLMS Note: 

DLMS applicability is pending resolution of SPN-Service Line 

mapping. 

Required for SPN - 

Services 

No Change – 

previously 

cited. 

3. 2/SN104/030 Open SN104, Quantity Shipped to Date 

Add DLMS Note: Use in the line item loop to identify the actual 

quantity shipped on Zero Lot shipments. This is only used for 

Zero Lot documents paid by MOCAS, when the Quantity Shipped in 

SN102 is zero (0) and Unit of Measure LO is reported in SN103. 

When provided quantity must equal amount associated with 

MILSTRIP document numbers, IUID data, or Pack data. 

If it is a Zero Lot (as 

defined above) the 

Actual Quantity will 

be indicated here. 

NOTE – Vendors will 

enter Actual Quantity 

in SN105 (per Fed IC 

notes) and GEX will 

move to SN104. 

Open in Fed 

IC 

4. 2/HL03/010 D Product Description 

Revise Federal Note: Use to identify UID data consistent with 

UID data requirements. Only segments 2/SLN/040 and 2/REF/150 

are applicable to the UID data loop. Use a separate UID loop for 

each combination of UII type, original part number, Enterprise 

Identifier and its associated Issuing Agency Code, and 

manufacturer identifier, if different from the Enterprise 

Identifier, and the Issuing Agency Code associated with the 

manufacturer. Begin a new UID loop if any one of these 

elements differs. 

Required for IUID Requires 

update. 

5. 2/SLN09/040 Revise data element note for SLN09 Product/Service ID Qualifier: 

Federal Note: Use in UID loop to identify the UII Type 

in the first Product/Service pair. Use subsequent pairs 

to identify the Enterprise Identifier and its associated Issuing 

Agency Code, and original part number, and manufacturer 

identifier and its associated Issuing Agency Code, as applicable. 

Required for IUID Requires 

update. 

6. 2/SLN017/04

0 

Add code Enter B8 for Batch/Lot Number. 

Fed Note: Use for Batch/Lot Number associated with IUID 

information. No special characters, except for dashes (-) and 

forward slashes (/) are permitted. 

Required for IUID Requires 

update to list 

at 

2/SLN09/040. 
 

Item 

# 

Location 856 DLMS Supplement Revision Reason Federal IC

7. 2/SLN019/04

0 

Add code VU, Vendor’s Basic Unit Number, and a note: “Use in 

UID loop to identify the manufacturer of the item associated with 

the IUID information if different from the Enterprise Identifier. 

The manufacturer may be identified by CAGE, DODAAC, ANSI 

T1.220, DUNS, or EAN.UCC. When provided, also identify the 

type of code used in a subsequent pair. 

Required for IUID Requires 

update to list 

at 

2/SLN09/040. 

Include first 

sentence in 

Fed IC. 

8. 2/SLN21/040 Add code DS, Group ID, and a note: Use in UID loop to identify 

the Issuing Agency Code which specifies the type of code used to 

identify the manufacturer. This is the same code list as used for 

Enterprise Identifier Issuing Agency Code: 

D: CAGE 

LD: DoDAAC 

LB: ANSI T1.220 

UN: DUNS 

0-9 (single digits, 10 different codes, EAN.UCC Company Prefix) 

Required for IUID Requires 

update to list 

at 

2/SLN09/040. 

Include first 

sentence in 

Fed IC. 

9. 1/REF01/150 Add code 12, Billing Account 

Fed Note: Use to identify the Authorization Accounting Activity 

(AAA) 

DLMS Note: Use as required for Navy interface.

Navy requirement Requires 

Update